Available in Sage 50 Quantum Accounting.

Role Setup

Related topics

Set up users, passwords, and roles

Log in to a Sage 50 company

Change a user's password and access rights

Copy user information to a new user record

Set up your accountant as a user

Delete user records

Copy an existing user role

Edit an existing role

Delete a role

Remove user and password security

Perform other administrative tasks

Read the users and passwords overview

Read the Sage 50 security overview

Roles let you define the areas of the Sage 50 a user has access to. You can create or modify existing user roles in the Role Setup window where you can choose areas of the Sage 50 program to which users set up with certain roles will have access.

Note: You can access the Role Setup window from either the Users window or the User Roles window.

Access the Role Setup window from the Sage 50 User Security window:

  1. From the User Security window, select the Roles List tab. Tell me about the Roles List fields.
  2. Click New Role. The Role Setup window opens.
  3. Enter a Role name and Description.
  4. Choose the access levels that will define the role.

Access the Role Setup window from the Sage 50 User Roles window:

  1. From the User Roles window, click New Role. The Role Setup window opens.
  2. Enter a Role name and Description.
  3. Choose the access levels that will define the role.
  • Role name - Enter up to 16 characters to identify the role that users will have with the company. Do not include the forward slash (/) character in your role name. You will probably want to use a descriptive name that identifies the area in which the person works—Shipping Clerk. Role names are NOT case sensitive.
  • Role Description - Enter up to 80 characters to describe the role. This will help you differentiate between roles, especially if role names are similar.

Setting up roles with access to areas of Sage 50

In Role Setup, you set up roles so that users with them can access certain areas of the Sage 50 program within the current company. Sage 50 program areas include the following:

  • My Dashboard (Sage 50 Quantum Accounting)
  • Customers & Sales
  • Vendors & Purchases
  • Inventory & Services
  • Employees & Payroll
  • Banking & General Ledger
  • Company
  • Sage HR

For each area, the drop-down list at the top right-hand side of the window lets you grant blanket access. For example, you can set up a role with either Full Access or No Access to the Customers & Sales area.

The left side of the window indicates which access level you've chosen for that area.

Custom Access

In addition to full or no access, you can use the grid to set different levels of access for subareas such as maintenance, tasks, and reports. For example, in the Customers & Sales area, you can set up a role with limited access to maintenance areas such as Customer Information or Customer Beginning Balances.

When you set up a role with other than full or no access rights to an area, the left side of the window will read Custom Access.

Setting access levels: Drop-downs let you set different access levels for different subareas of the program—for example, Payments/Write Checks.

User Roles: Security Access Levels

You can select the following access levels. These levels affect the areas of the Sage 50 program that users can access, as well as the extent of access available.

  • No Access: The user cannot open any Sage 50 window within the program area. Menu options related to the program area or window will be disabled.
  • View Only: The user can display the program area or specified Sage 50 window or view existing data but cannot enter a new record or change existing data.
  • Add: The user can display the program area or specified Sage 50 window and add new records or transactions.
  • Edit: The user can display the program area or specified Sage 50 window, add new records or transactions, and maintain (edit) existing data.
  • Full Access: The user can display the program area or specified Sage 50 window, add new records or transactions, maintain (edit) existing data, and delete data. Full access also allows the ability to perform specified system functions.